Maximo - Submitting, Accessing, Editing, and Canceling Requests

To begin submitting requests and/or checking past submitted requests, you must log in to Maximo with your KU Online ID.

1. Navigate to the Maximo login page: https://ops.manage.maximo.oscp.ku.edu/maximo.

2. Click the blue Login button, then enter your KU Online ID and password, if prompted.

   • If you have any issues logging in to Maximo, contact support by emailing: maximoadmins@ku.edu.

3. The Active Requests page will display, showing of all your current open requests.

   • If you are directed to a different page, follow substeps 3a-b below.

1. To navigate to the Service Requests page, click the three horizontal lines in the top-left.

2. Click: Self Service, then click: Role Based Application, then click: Service Requests, and finally click: Service Requests.

4. You will be directed to the Service Requests page.

When you are ready to submit a service request, continue to section "2. Submit a Service Request" below. If you have already submitted a request and wish to view it, add attachments, leave comments, or cancel it, go to section "3. View, Add Attachments, Leave Comments, and Cancel a Service Request" below.

Service requests can be submitted to KU Work Management for issues within KU Lawrence buildings ranging from pest control to temperature regulation.

1. To start a new request, click the blue circle plus icon in the top-right.

2. Click the image that corresponds to the request type you wish to file.

3. Subcategory options for your request type will display. Click the title of a subcategory to select it or type keywords in the search bar and press the enter key to filter the results before making your selection. 

4. Check and ensure each of the following are set:

   1. High priority - Click the switch on (black and to the right), if your request is high priority. Leave the switch off (light blue and to the left), if the request isn't high priority.

   2. Details - Click the Details heading on the left, then click the diagonal arrows on the right to add additional information to your request, such as temperature in the room is too hot at a specific time of the day, only on certain days, etc.

   3. Contact person - Your name will default as the contact for the request. If you are not the primary contact, click the Contact person heading on the left, then replace your details with the new contact's details on the right.

5. Click: Location.

1. Click: UKANS to search KU Lawrence locations.

2. Either scroll in the list and click the building you wish to select or type in the search bar and press the enter key to filter the results.

• You will be prompted to make additional selections for the building's room and asset (specific item that needs attention). It's recommended to make these selections now, but if you wish to not select a specific room and asset, click an item in the left-side navigation to manually go to that item.

• If you wish to go back up a level in the location tree, for example, if you clicked the wrong building, click the tree icon above the search bar.

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6. If the asset (the specific item that needs attention) wasn't selected in step 5 above or needs to be changed, click: Asset on the left.

1. Click an item in the list to select it or click: Scan to scan the QR or barcode on the asset itself.

• Scanning a barcode will prompt you to authorize Maximo to use your device's camera. Once authorized, use your device's camera to scan the QR or barcode.

7. Ensure the following are set:

   1. Service Address - Is auto-populated based on location and asset; however, you can click the Service Address field to change or manually enter an address.

   2. Similar service requests - Click to view other open requests for the same item. If you see another request open for the same issue, consider not submitting yours, as it may be a duplicate and the work will be completed through the previous request.

   3. Attachments - Attachments can't be added until after a request is submitted. Complete step 8 below before adding attachments.

8. Click: Submit to finalize your submission and send the request.

9. Once submitted the details of your request will display.

10. After submission, you can add attachements and leave additional comments.

    • To leave a comment, click its icon, then follow the steps below in section "3. View, Add Attachments, Leave Comments, and Cancel a Service Request," step 3a below.

    • To add an attachment, click its icon, then follow the steps below in section "3. View, Add Attachments, Leave Comments, and Cancel a Service Request," step 3b below. 

Once a request is submitted, you can view its details, add attachments, leave a comment, or cancel it.

1. Navigate to Maximo: https://ops.manage.maximo.oscp.ku.edu/maximo and login with your KU Online ID. If you don't see a listing of your open requests, click the nine dots in the bottom-right of the page, then click: Service Requests.

2. A list of your open requests will display.

3. To leave a comment, add an attachment, or cancel the request, click its icon (pictured a., b., c. respectively below), then follow the corresponding substep below:

1. Enter your comment in the box in the bottom-left, then click the arrow icon to send it. When you are finished leaving a comment, click the X in the top-left.

2. A list of attachments, including default images for that location and asset will display. To add a new attachment, click the + in the top-right. Once you are finished adding attachements, click the < in the top-left.

3. To cancel your request, click: Yes to confirm its deletion, then a confirmation message that it has been canceled will display.